Administrative Assistant

Waterloo, Ontario, Canada - N2L 3C5

Start DateExpiry DateSalaryPosted OnExperienceSkillsTelecommuteSponsor Visa
Immediate30 Jun, 2018CAD 24 Hourly03 Feb, 20182 year(s) or aboveAbility to Interact With a Wide Variety Of People, From Students to Senior Executives, Ability To Create and Maintain Organizational Systems for an Office, Microsoft Office Software, Database Programs and Web Content Management SystemsNoNo
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Description:

We currently have an opportunity to join the Laurier community as an Administrative Assistant. The Administrative Assistant performs a wide variety of administrative and secretarial duties, reporting to the University Secretary, but providing support to all members of the team. The incumbent must be knowledgeable of the policies and procedures of the University and maintain confidentiality. She/he will work with a high degree of independence, and have extensive contact with many members of the university community as well as those external to the university.

Responsibilities:

Responsible for scheduling complex, significant meetings and events involving diverse attendees from within and external to the University; meetings/events could involve anywhere from 2 – 99+ attendees; Responsible for managing all logistics associated with meetings and events, including: reserving rooms; making travel and parking arrangements; ordering catering; submitting set-up requests; arranging for technical support; assembling, printing and mailing hard copy materials; and distributing and uploading electronic copies of materials; Assists members of the University Secretariat with preparing meeting materials and other documents working from templates and precedents, including drafting, proof-reading and formatting; Accompanies members of the University Secretariat to meetings of the Board, Senate, committees and councils and other decision-making groups to take care of logistical matters (room set-up and take-down, catering, technology), note taking and ensuring follow up actions are taken; Assists with drafting, proof reading, updating and uploading content on Secretariat communication platforms, including websites, intranet sites and collaboration sites/portals; Provides administrative support for University elections, including the coordination, mailing and collection of paper ballots; Assists with the processing of expense claims, p-card statements and invoices for third party services in accordance with relevant policies and procedures; Coordinates with service providers to the office to, among other things, order supplies, arrange large printing jobs, maintain equipment and conduct repairs; Provides administrative support for Secretariat team meetings and events; Maintains and updates University Secretariat records, including paper and electronic files and databases; Coordinates the packaging and mailing of materials to be deposited in the University Archives; Updates information for external agencies, e.g. CRA, Public Appointments Secretariat (Ontario government); Greets and assists visitors contacting or visiting the University Secretariat, in a friendly and professional manner while maintaining confidentiality; Assist with routine correspondence on behalf of the University Secretariat; Assist Ceremonies & Events with various events hosted by the University Secretariat;


REQUIREMENT SUMMARY

Min:2.0Max:10.0 year(s)

Education Management

HR/Administration/IR 

Administration

Graduate

Office Administration

Proficient

1

75 University Ave W, Waterloo, ON N2L 3C5, Canada